REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 15, 2022
FROM
WILLIAM L. GILBERT, Director, Arrowhead Regional Medical Center
SUBJECT
Title
Non-Financial Data Usage Agreement with the State Department of Health Care Access and Information for Healthcare Operations and Non-Public Patient Level Data
End
RECOMMENDATION(S)
Recommendation
1. Approve the non-financial Data Usage Agreement with the California Department of Health Care Access and Information, effective November 15, 2022 through November 14, 2027, for the provision of nonpublic patient level data.
2. Approve Limited Data Request No. CS0002175 to receive healthcare operations and non-public patient level data.
3. Authorize the Director of Arrowhead Regional Medical Center to execute the Agreement in Recommendation No. 1, execute Limited Data Request No. CS0002175 in Recommendation No. 2, and approve and sign future Limited Data Request Forms to access data from the California Department of Health Care Access and Information, subject to County Counsel review.
4. Direct the Director of Arrowhead Regional Medical Center to transmit the executed Agreement in Recommendation No. 1 and Limited Data Request No. CS0002175 in Recommendation No. 2 to the Clerk of the Board of Supervisors within 30 days of execution.
(Presenter: William L. Gilbert, Director, 580-6150)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The California Department of Health Care Access and Information (HCAI) Data Usage Agreement and Limited Data Request Form are non-financial in nature.
BACKGROUND INFORMATION
Approval of the Data Usage Agreement and Limited Data Request No. CS0002175 (Request) with HCAI will allow Arrowhead Regional Medical Center (ARMC) to request non-public data and limited model data sets for patient discharge data, including inpatient, emergency department, and ambulatory surgery centers. Data on market share and prevention quality indicators can also be requested. This data can help ARMC to better understand the health care needs of the community and drive planning efforts to increase access to care for the residents of San Bernardino County.
HCAI collects and disseminates information from healthcare providers. Eligible hospitals and local health departments request data from HCAI to learn more about California’s healthcare infrastructure. To obtain the data, a fully executed Data Use Agreement must be on file. In addition, an individual Limited Data Request Form must be submitted for each data request. All documents require the signature of the Hospital Director.
At this time, ARMC is requesting data on healthcare operations, patient data discharge, emergency department data and ambulatory surgery data covering a four-year period from 2018 through 2021 through the Request. Disclosure of any patient level data must follow the Health Insurance Portability and Accountability Act (HIPAA) medical privacy regulations. Through the same Request, ARMC is also requesting geographic data in order to better understand the type of services patients are utilizing within San Bernardino and other surrounding counties. Hospitals and health departments register and login to the HCAI Data Request Portal to request data. As a regional medical center, ARMC plays an integral role in the patient safety net and provides complete burn care for surrounding counties, thus it is vital for hospital operations to have insight into the care patients need the most.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on October 24, 2022; ARMC Finance (Chen Wu, Finance and Budget Officer, 580-3165) on October 26, 2022; Finance (Jenny Yang, Administrative Analyst, 387-5423) on October 26, 2022; Finance and Administration (Diane Atkeson, Deputy Executive Officer, 387-5423) on October 27, 2022.